Building Business Process Monitoring and Reporting with Kofax TotalAgility Phong Chu

Principal Enablement Manager

Phong.chu@kofax.com

What is Business Process Reporting?

Provides information on the performance of a companies business processes, e.g. how long a process takes on average and how many people it takes to complete specific tasks.

Business reporting has historically been lacking this kind of Business Process Intelligence.

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PresenterPresentation NotesThe goal of Business Process Management (BPM) is to make businesses operate more effectively. One key requirement of a BPM system is that, it must enable you to change your processes quickly in reaction to changing circumstances. To make good decisions about changing processes and manage them effectively, you must be able to view and monitor performance of your key business processes from your site. To help you achieve this, TotalAgility allows you to generate multilevel custom reports. In the Reporting module, you can build meaningful reports with only relevant information that you need. These reports are generated based on the available data in the TotalAgility Process Intelligence (PI) tables.

Reporting and Monitoring

The Reporting and Monitoring features in the Kofax TotalAgility Workspace enable you to:

Run out of the box Process Intelligence reports

Create custom Process Intelligence reports

Set access control permissions on reports

Define targets, events, and alerts

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Accessing Reporting and Monitoring Features

Log in to Kofax TotalAgility Workspace

Select the Reporting & Monitoring menu.

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The Kofax TotalAgility Workspace Reporting and Monitoring

The Reporting and Monitoring page in the Workspace provides the following four options:

1. Business Objectives - create business events, targets and alerts for your business process.

2. Productivity - as a supervisor, view the productivity details of all the members and loaned resources of a particular team. This allows you to understand the resource utilization at any point of time and take appropriate actions, if required.

3. Dashboards Select which dashboard you wish to display.

4. Published Reports - to view or run published reports you have access permissions to.

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PresenterPresentation NotesFor example, you could define events and create targets to monitor the number of sales for a product. You could set a target of 5000 per week for all sales and then monitor whether the sales for a given week are within or have exceeded the set target. Alerts can be raised when a specific threshold is met.

Process Intelligence (PI) Reporting

You can run out of the box PI reports or generate a variety of custom reports that enable you to retrieve, analyse, and use information for better more informed decisions about your underlying business processes.

Reports can be Published and made available to resources who have the appropriate permissions to view the report.

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Work Queue Definition Fields

Before you can generate any Process Intelligence reports, you should think carefully about the type of information you require in your reports.

A number of standard PI report fields are provided out of the box e.g. Process Name, Creation Date, Number Created etc.

If you need to see process variable data in your reports, these should be added to your work queue definition (up to 30 custom fields).

The fields in your work queue definition can be used as report fields and/or as criteria to filter a report.

You can access work queue fields in the Meta Data table.

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Pre-Requisites for PI Reports

Before you can generate any Process Intelligence reports, you must ensure the following:

Set the Update PI property to TRUE (for any process maps you want to be able to generate reports on).

You must have at least one live (with a completed activity) or completed job.

Run the SYSTEM Update PI Database map to update the PI database (via the Workspace).

Completed job information will be copied to the PI database.

Live job information will be copied to the PI database, but only for activities that have been completed.

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Out of the Box PI Reports

You can run the out of the box workspace reports by going to Reporting & Monitoring > Custom Reports.

Click the Run button beside one of the following reports:

All Completed Jobs Textual

All Live Jobs Textual

Completed Jobs Chart

Live Jobs Summary Textual

Number of Jobs Created By Resource This Month Chart

Resource Productivity Activities Completed This Week - Textual

Note: You can view detailed descriptions of what each report does in the Description column in the workspace.

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Business Events, Targets and Alerts

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Configuring Events ,Targets, and Alerts

Events ,Targets, and Alerts can be defined in the Kofax TotalAgility Designer Business Monitoring Module

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What are Business Events?

You can define key business events you want to track in your processes.

For example, you could define an event to record a product sale. When the sale is made, a process raises the business event passing in the sale amount.

Business events are used to monitor the performance of the business. They are independent of the processes although a process can fire an event.

Events are raised using the Business Events property of an activity.

Events are fired after the activity has completed.

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PresenterPresentation NotesBusiness Events are key events that are monitored and managed by the business users. For example, case open, sale made, sale lost, claim settled. The events are used by the business to monitor performance against targets. The events can be visualized through graphical dashboards allowing operation staff to make decisions based on what is happening real time.

Configuring Business Event

Define the event Fields to map to process data: enter a Name for the event field, and select the field Type

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What are Business Targets?

A business target defines how collections of key business events should be monitored, for example you may have weekly target product sales of $500,000.

Targets can be automatically monitored causing business processes to be fired if thresholds are missed

Targets are displayed on charts.

Users can watch in real time if they are getting close to the business target.

Target charts can be displayed in a form solution using the Report Viewer control.

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PresenterPresentation NotesThe business events can be fired by a process, from a form or a business rule or even external to TotalAgility.Additionally, you can also define business alerts to notify when the sum/ occurrence of an event has reached a specified value.

Configuring Business Target

Configure an event to monitor at an interval (every day, every week, every month, every quarter or every year) for the selected criteria (sum or occurrences) against a target value

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What are Business Alerts?

You can raise alerts when a target is met.

A new process can be fired when a target is met.

The process could e.g. Email the resource(s) responsible for handling the alert.

Alerts are raised the moment that a target is reached.

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Configuring Business Alert

Configure an event to monitor at an interval (every day, every week, every month, every quarter or every year) for the selected criteria (sum or occurrences) against an alert target value.

The filter criteria allow you to create multiple alerts based on the one event, but filter them by different criteria.

You can specify a process to create a job on when the sum/count of the event reaches the specified value

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PresenterPresentation NotesOnce you configure the event, the event field list appears. If the selected criterion is Sum, select the event fields to monitor

Associating a Business Event with an Activity

On the Extended Properties page of the activity, click the Business Events tab

Configure the required event in the Event box

Map the relevant process or server variable to each of the fields.

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Dashboard

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What is Dashboard?

A graphical user interface to displays real time business process information that you wish to monitor.

A Dashboard can be configured to display chart about Case, Job, Activity, or Target data

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PresenterPresentation NotesEach department, each level of an organization, even each individual, can create their own personalized dashboards that focus on the Key Process Indicators (PKI) and areas important to their specific targets and objectives.

Dashboard Layout

By default, a dashboard has 4-column-regular-dashboard layout.

You can change the layout of your dashboard at any time depending on the number of charts you have and how you want to display them.

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Configuring Chart

To display live data and Key Performance Indicators (PKIs), you can add charts and textual reports to each available section in the selected layout of your dashboard.

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Adding Dashboard Control to a Form

You can use the Dashboard control in your form to display particular dashboards.

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Out-of-the-box Reports

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Viewing and Running Published Reports

The Published Reports page displays all the published reports for which you have access permissions to view or run. If you have access to several reports published by multiple users, all of these reports will be available for you on this page.

Note: you can unpublish a report from the Existing Reports page. Once a report is unpublished, it is removed from the Published Reports page, but will continue to be displayed in the Existing Reports page with the saved status.

Productivity

You can view the productivity details of all the members and loaned resources of a particular team.

This allows you to understand the resource utilization at any point of time and take appropriate actions.

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All Completed Jobs Report

This report displays a textual summary of all jobs that are currently completed in the system.

The purpose of this report is to display information about jobs with a status of completed, the amount of work done and the working duration spent (in days).

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All Live Jobs Report

This report displays a textual summary of all jobs that are currently live in the system.

The purpose of this report is to display information about jobs with a status of live, this shows the amount of work outstanding and the target finish time.

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Completed Jobs Chart Report

This report displays a count of completed jobs against process type.

This report allows you to gauge the throughput of processes completed in the system.

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Live Job Summary Report

This report shows a textual summary of live jobs and the number of each type created.

The purpose of this report is to display information about jobs with a status of live, and the number of each type created for each process and category.

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Number of Jobs Created by Resource This Month Report

This report displays the number of live and completed jobs that each resource has created in the month to date.

The purpose of this report is to show job creation throughput by resource across a monthly time period.

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Resource Productivity - Activities Completed This Week

This report shows a textual summary of all activities completed week to date by each resource

This report can be used to gauge productivity by each resource showing what activity was completed and the date completed over the time period of one week

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Custom Reports

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Custom Reports

You can build your own Process Intelligence reports to get a complete understanding of your key processes and to enable you to manage them effectively.

Create Custom Report

You can generate textual or graphical reports. When you generate a graphical report, you can select which type of graph the report should display in.

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Key Steps to Build a Custom Report

1. Select to report on a process or an entity.

2. Enter the report details, such as, title, description, purpose; optionally specify a workflow to record the report sign-off process and associate a report with this report.

3. Select from linked report name and work type.

4. Select the report type, either textual, or pie or bar chart.

5. Define the report fields, which are the columns to display in the generated report.

6. Define the static filters, which are the design time filter criteria that defines the maximum scope of the report.

7. Define the dynamic filters, which are the run time filter criteria.

8. Apply filter options for the report fields such as the Aggregate functions, sort order, and summarize.

9. Define resource access permissions.

10. Save, run or publish a report.

Configure Custom Report

You can define static filters (design time) and dynamic filters (run-time) filters for your custom report.

You can select fields from the tables available in the Data section.

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Defining Access Permissions for a Report

When building a new report, you can configure access permissions to define how widely a report can be shared across your organization. This enables you to control access to the report so that only the relevant resources have access to it.

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Access Type Description

Full Control has access to all the report options, such as, open, copy, run, view version history, publish, unpublish, delete or configure resource permissions for a report.

Edit has access to all the above options in a report except the resource access option.

Execute can only run a report from the Run Report and Existing Reports screen.

PresenterPresentation NotesNote: A member of the Administrators group can access a report regardless of whether or not they have been granted access permissions to it.

Configure Access Permissions

By default, the Everyone group has Full Control access to the report, therefore all the users in this group also have full access to the report.

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Report Viewer Control

Using the Report Viewer control, you can directly run a report and also display targets on a form.

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Configuring Report Viewer Control

Show Selection Criteria: Allow the selection criteria to appear at run time. By default, the selection criteria does not appear.

Selection Criteria: Configure the selection criteria for your report. This allows you to provide values for the dynamic filter criteria. defined for the report.

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Resource Cost

Fixed Cost Rate: The cost of the resource irrespective of the length of the activity.

Variable Cost Rate: The rate per time period for this resource.

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PresenterPresentation NotesNote: When calculated, the variable cost is added to the job. For example, a service repair man has a fixed callout charge of 100 and then charges 30 per hour, and if takes 3 hrs to fix the issue, then the cost of the fix is 100 + (30 *3) = 190.

Activity Cost

Expected Cost: The cost within which the activity is expected to be complete.

Fixed Cost: The cost of the activity irrespective of its length (duration).

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Process Cost

Expected Cost: Specify the overall expected cost of performing the job.

Budget: Budget determines the amount of money allocated to a process (mainly case fragments) and can help managers track and monitor key business processes, that is, whether under or over budget.

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PresenterPresentation NotesNote: Budget and Expected Cost are logically different. For example, take a typical Appeals case process which is made up of several case fragments such as Register an Appeal, Medical Examination, or Convene Court Hearing. A budget is usually associated with the overall case fragments and is the summation of the expected cost of each case fragment. Specify the budget for the process using either a static value or a dynamic value.

Activity Duration

Target Duration: determines how long the user can take to complete the activity once they have taken it. This is used to gauge productivity.

For example, if the expected duration of an activity is defined as five minutes, the user must spend no more than five minutes on the activity. If the user spends 10 minutes instead of 5 minutes they have a 50% productivity rating.

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Process Duration

Expected Duration: Define the duration when a process is expected to be completed:

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Thank you

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For further information, please contact:

Phong Chu Email: phong.chu@Kofax.com

Building Business Process Monitoring and Reporting with Kofax TotalAgilityWhat is Business Process Reporting?Reporting and MonitoringAccessing Reporting and Monitoring FeaturesThe Kofax TotalAgility Workspace Reporting and MonitoringProcess Intelligence (PI) ReportingWork Queue Definition FieldsPre-Requisites for PI ReportsOut of the Box PI ReportsBusiness Events, Targets and AlertsConfiguring Events ,Targets, and AlertsWhat are Business Events?Configuring Business EventWhat are Business Targets?Configuring Business TargetWhat are Business Alerts?Configuring Business AlertAssociating a Business Event with an ActivityDashboardWhat is Dashboard?Dashboard LayoutConfiguring ChartAdding Dashboard Control to a FormOut-of-the-box ReportsViewing and Running Published ReportsProductivityAll Completed Jobs ReportAll Live Jobs ReportCompleted Jobs Chart ReportLive Job Summary ReportNumber of Jobs Created by Resource This Month ReportResource Productivity - Activities Completed This WeekCustom ReportsCustom ReportsCreate Custom ReportKey Steps to Build a Custom ReportConfigure Custom ReportDefining Access Permissions for a ReportConfigure Access PermissionsReport Viewer ControlConfiguring Report Viewer ControlResource CostActivity CostProcess CostActivity DurationProcess DurationThank youSlide Number 48